Clear Documentation – Stop the Chaos!

Clear Documentation – Stop the Chaos!

This post is directed to ministry technical leaders, but keep reading if you serve in an organization with a production leader that you care about, they may need your help!

Maybe you've encountered the documents debate. If you haven’t yet, it’s coming. Because with complex technical systems come many, many supporting documents. How much documentation is enough? Who is responsible for it? Why endure the sweat work of organizing and managing it if no one ever seems to look at it? This is especially challenging in the absence of technical staff at a ministry, likely meaning that multiple volunteers need to coordinate in harmony to set standards and maintain them.

Here's where this topic gets real, fast. You are part of the production of a live event or service that suffers urgent, public technical issues that require immediate, coordinated action by your team. All eyes are on the production team, wondering in unison whether this has been planned for and how it will be fixed, and fast. Part of that action plan must include clear, well-organized, accessible documentation. Having this piece in place can prevent confusion, guide next steps, and help in training and onboarding of new team members.

The key challenge when developing these documents is determining the appropriate level of detail. How closely will operators be supervised? Will a production director be in the room during events? In smaller venues or with less-experienced operators, having specific, step-by-step manuals—sometimes even including pictures of key actions—can ensure that anyone, regardless of their technical background, can manage the systems confidently and correctly.

For most church AV teams, protocol documents will be location-specific, while others are applicable church-wide. The complexity of each document will depend on the type of service, the available equipment, and the experience level of your operators.

Here’s the case for clear documentation, with three major benefits for you and your teams:

1. Clarity: Different people process information in different ways. Written documentation helps ensure that everyone understands their tasks and responsibilities, providing a consistent reference point for your team.
2. Unity: When everyone is on the same page, there's less room for confusion, mistakes, and interpersonal dustups. When each team member understands their role and how it interacts with others, collaboration becomes smoother, and problem-solving is more effective when issues arise.
3. Enjoyment: When team members know what's expected of them, they can focus on their tasks without constantly second-guessing themselves. This leads to less stress and more enjoyment in serving, all while still being productive. We believe that live production can and should be enjoyable!

Well-structured documentation is also invaluable for onboarding new volunteers. It breaks the process into three simple steps:

• Interest: Potential volunteers can explore documentation that outlines the tech ministry's purpose, goals, and roles, giving them a clear understanding of what they might be stepping into.
• Education: Prospective team members can see the varying levels of skill and commitment required for different roles, helping them determine where their strengths and interests lie.
• Commitment: When they join the team, clear expectations are already in place. This helps reduce anxiety and speeds up the process of getting them into their role with confidence.

Position-specific guidelines, alongside documents explaining your team's purpose, core values, and expectations, will not only strengthen your ministry but can be replicated across multiple venues or locations. Clear documentation is a tool that will empower your team to serve better and more confidently.

If you haven’t yet built out your team’s documentation, now is the time to prioritize it. Let’s work together to ensure our teams are equipped with the clarity, unity, and enjoyment that comes from well-crafted guidelines.